Before you go any further, you should have nominated a Receptive champion, or as we like to call them, an "astronaut".

This person will be responsible for Receptive and will ultimately own the process. They need to be a great communicator, and have the ability to work quickly and efficiently through any requests that you receive.

2. A few days before

With a few days left to go before the next roadmapping meeting, it's up to your astronaut to make the final preparations.

They should work their way through the top 5 requests in your Customer, Internal, and Prospect SmartLists, giving you a total of 15 items to discuss.

The astronaut will then work through these requests and make sure they're clearly communicating the idea and that there aren't any duplicates.

The final thing to do is to send an email to all attendees of the meeting asking them to review those requests, ensuring they understand them ahead of the meeting, saving precious time on the day.

3. The meeting

Generally, the astronaut will lead the meeting, though this isn't necessary.

The aim of this meeting is to review the 15 requests that were prepared, and deciding whether they're a 'yes', 'no' or a 'maybe'.

The best way of doing this is to start with the #1 request for each of the SmartLists in turn, then the #2, then #3 and so on.

The astronaut will immediately update every item in Receptive as you go along, so that customers and team members are notified the minute a decision is made.

NOTE: Don't worry too much about getting through all 15. If you run out of the allotted time for the meeting, then end it there. Due to the order we've recommended, you'll still have reviewed the most important items.

Adjusting this process for your use case

How often you should meet

Generally, we recommend one meeting a month, lasting 60-90 minutes. That should leave you plenty of time to review the top requests.

However, if you receive more than 200 requests in a month, we recommend having two meetings a month. This will allow you to keep up with the larger number of requests.

The reports you choose to look at may vary depending on your current strategy.

Part of your strategy should detail the goals for the year or quarter or month and these goals will shape the reports you look at.

If, for example, your goal was to close more enterprise deals, then you could dig down into what your current enterprise customers want and consider building those in order to entice future enterprise prospects.